Guide to the Student Registration/
Personal Needs Profile (SR/PNP) Process
High School Administrations
Including a Step-by-Step Import Guide and
Field Definitions
Document Revisions
Revision Date
Version
Description
1/10/2016
1.0
Initial Version
Contact the Department’s Student Assessment Services with policy questions:
Telephone: 781-338-3625
Email: [email protected]
Contact the MCAS Service Center for logistical support:
Hours: 7:00 am-5:00 pm, Monday-Friday
Telephone: 800-737-5103
Email: [email protected]
Fax: 877-325-4421
Guide to the SR/PNP Process: March–June 2017
1
The purpose of this document is to provide the information needed to populate values in the Student Registration/Personal Needs Profile (SR/PNP) Data File,
and provide instructions for importing the file into PearsonAccessnext, as well as step-by-step directions on how to manually create student records and student
tests in PearsonAccessnext.
This document is intended to be used to support the SR/PNP process for the following administrations:
● March MCAS Retests
● Spring MCAS grade 10 ELA and Mathematics
● June MCAS High School Science and Technology/Engineering
The field definitions indicate if the field is required, the field length requirements, Field Definitions, Notes/Validations, and provide a list of expected values or
criteria for entering valid values.
Guide to the SR/PNP Process: March–June 2017
2
Loading Student Information into PearsonAccessnext
Follow the appropriate section below for the administration for which you are completing the SR/PNP. Then, follow either option 1 below (which provides steps
on how to import the SR/PNP file) -- this is the best option for adding a large number of students. Or follow option 2, which provides steps on how to manually
add students into PearsonAccessnext. This is the best option if you only need to add a small number of students (5 or fewer).
Note that changes to student information in PAN will also need to be made in the next SIMS update. Contact your district SIMS contact at
profiles.doe.mass.edu/search/search.aspx?leftNavID=11239, select SIMS Contact from the Function menu, and click Get Results with updates.
March Retests
The Department will post a file containing a list of eligible students at MassEdu Gateway to assist schools in completing the SR/PNP process. Schools will need
to edit student records, enter accommodations, and import a new file into PearsonAccessnext (or manually add students). Once all students have been loaded, or
if no students are participating, verify the Enrollment Counts using the directions below.
Spring MCAS Grade 10 ELA and Mathematics
The Department will import students’ records into PearsonAccessnext based on October 2016 SIMS, and with accommodations pre-populated based on spring
2015 grade 8 testing (MCAS or PARCC). The same file will be posted at MassEdu Gateway for reference. Organizations participating in these administrations are
responsible for ensuring that all students’ records have been loaded and students are listed with the correct accommodations. Once completed, verify the
Enrollment Counts using the directions below.
June MCAS High School STE
The Department will post a file containing a list of eligible students at MassEdu Gateway to assist schools in completing the SR/PNP process. Schools will need
to edit student records, enter accommodations, and import a new file into PearsonAccessnext (or manually add students). Once all students have been loaded, or
if no students are participating, verify the Enrollment Counts using the directions below.
Option 1: File Import – best for adding a large number of students
Preparing an SR/PNP data file
1. Open the Student Registration file (pre-populated by the Department based on October 2016 SIMS), and delete rows of students who will not
participate in the administration. If a student is taking two tests in an administration, they will be listed twice in the file. Please note that the
Department did not pre-populate accommodations data for the March Retest administration. Schools must enter selected accommodations data as
needed.
Guide to the SR/PNP Process: March–June 2017
3
a. The file is posted in MassEdu Gateway (formerly the Security Portal) to schools’ DropBox Central in the MCAS 2017 folder.
2. If necessary, enter any disability or accommodation information in columns U to AI.
a. Note: Fields that are shown here in gray rows are not applicable for high school testing.
3. If necessary, add students who are not included in the file.
a. Enter information for each required field in the file shown in the table below.
4. Save the file as a .CSV file.
Importing a file in PearsonAccessnext
1. Log into PearsonAccessnext at mcas.pearsonaccessnext.com.
2. Select the appropriate administration from the administration dropdown in the top right hand corner of PearsonAccessnext.
3.
4.
5.
6.
From the Setup dropdown, select Import/Export Data.
From the Select Tasks dropdown, select Import/Export Data. Click Start.
From the Type dropdown, select Student Registration Import. Ignore the option “Don’t modify student tests.” Also ignore entering additional emails.
Choose the saved .CSV file and select Process.
Checking the status of an imported file
1. The View File Details screen will appear after selecting Process. This screen will show the processing status. Select the
icon to refresh the screen.
2. After the file processes, the View File Details screen will show a Complete message, and the number of Successful Records processed will be indicated.
The number of Error Records processed will also be indicated.
3. If there are errors, they will be displayed at the bottom of the screen. The error message will indicate the field that caused the error and information on
how to correct it. There is an option to download a file with just the records that contained an error in order to resolve these errors and re-import the
record.
Guide to the SR/PNP Process: March–June 2017
4
4. Once the file has been imported without any errors, all students have been successfully loaded. Verify enrollment using the steps below.
Option 2: User Interface – best for adding a small number of students (5 or fewer)
Manually Adding Student in PearsonAccessnext
1. Log into PearsonAccessnext at mcas.pearsonaccessnext.com.
2. Select the appropriate administration from the administration dropdown in the top right hand corner of PearsonAccessnext.
3. From the Setup dropdown, select Students.
4. From the Select Tasks dropdown, select Create/Edit Students and Registration (Enroll Students, Register Students, and Manage Student Tests will
automatically be selected). Click Start.
5. Tabs will appear at the top of the screen for each task that will be done sequentially.
6. First, you will add details to the New Student screen. Enter all required fields (indicated by a red asterisk). The Department strongly recommends
adding students’ dates of birth, even though this is not a required field in PearsonAccessnext. Click Create.
7. Click Enroll Students at the top of the screen. Confirm all the details by viewing the screen, but there is nothing to click to confirm.
Guide to the SR/PNP Process: March–June 2017
5
8. Click Register Students at the top of the screen. Click the Registered button to select it. Click the Student Grade dropdown and indicate the student’s
grade. Click Save.
9. Click Manage Student Tests at the top of the screen. Select the student from the dropdown. Assign a test to the student and Select the organization.
Leave the group name blank. Select the test format, and then select the checkbox next to each accommodation that applies to the student. (Use the
information next to each accommodation by hovering over it for more information.) Click Create.
Removing Student Records
Since the Department is loading a Student Registration file directly into PAN for the spring grade 10 ELA and Mathematics administration based on October
SIMS, principals may need to remove records from PAN for students who have transferred out of the school. This step is important, since schools will receive
Student ID Labels and secure test materials for each student test listed in PAN.
Option A: Use PearsonAccessnext to remove student tests and unregister from the administration.
1. Log into at mcas.pearsonaccessnext.com.
2. Select the appropriate administration from the administration dropdown in the top right hand corner of PearsonAccessnext.
3.
4.
5.
6.
From the Setup dropdown, select Students.
Search for the student by last name or SASID. Once found, select the checkbox next to the student.
From the Select Tasks dropdown, select Manage Student Tests and Register Students.
First, select the Manage Student Test tab from the top bar of PAN. Select the appropriate test(s) under the Student Tests list and unselect the Assigned
check box.
7. Click Save. This removes the test assignment from the student record.
8. Next, select the Register Students tab from the top bar of PAN. Unselect the Registered checkbox and click Save.
Option B: Use the SR/PNP File Import/Export Process
1. Prepare a .CSV file containing only the student tests to be removed, using the same SR/PNP layout.
2. Select Setup dropdown, select Import / Export Data.
3. From the Select Tasks drop-down menu, select Import / Export Data, and click Start.
Guide to the SR/PNP Process: March–June 2017
6
4. In the Type drop-down menu on the next screen, select Student Registration Delete.
5. Click the Choose File button and select the .CSV file created in Step 1 above. Click Process to upload the file. This step removes all the students in the data
file.
6. On the View File Details page, once the status of the import is Complete, make note of and correct any errors that may be listed on the page.
Verifying Enrollment (Step for all schools, including if no students will participate in an administration)
1. Log into PearsonAccess next at mcas.pearsonaccessnext.com.
2. Select the appropriate administration from the administration dropdown in the top right hand corner of PearsonAccessnext.
3. From the Setup dropdown, select Organizations.
4. Search for the school that you would like to update. Click the checkbox next to the school name.
5. From the Select Tasks dropdown, select Edit Enrollment Counts. Click Start.
6. Click the blue
icon to confirm the order for test materials for your school is correct. If no students in your school will be participating in a test
administration, all the fields will be blank.
7. If all the counts of test materials for your school are correct, select the Enrollment Counts Entry Complete checkbox and Save.
Guide to the SR/PNP Process: March–June 2017
7
Field Definitions
Column Field Name
Letter
Required Field
Field Definitions
Y/N Length
(Max)
N
8
The Testing District responsible for administering the test of a
student
A
Districtcode
B
Schoolcode
Y
8
The Testing School responsible for administering the test for a
student
C
Sasid
Y
10
D
Stugrade
Y
2
A unique numeric code given to each student receiving publicly
funded education in Massachusetts
Grade from most recent SIMS
E
Lastname
Y
25
The full legal last name borne in common by members of a family
F
Firstname
Y
25
The full legal first name given to a person at birth, baptism, or
through legal change
Guide to the SR/PNP Process: March–June 2017
Field Notes and Validations
Expected Values
Non-public schools that do not
have a parent organization can
leave this field blank.
Error and reject record if
organization does not exist
within PearsonAccessnext.
0–9
A-Z
Can be 1–10 digits long.
Must match a valid
organization code in
PearsonAccessnext. Use the
same codes that are in the
Department’s School and
District Profiles.
0–9
03
04
05
06
07
08
09
10
11
12
SP
A–Z
A–z
. (Period)
‘ (Standard Apostrophe)
Embedded Spaces
A–Z
a–z
8
Column Field Name
Letter
Required Field
Field Definitions
Y/N Length
(Max)
G
Mi
N
1
The initial of the full middle name given to a person at birth,
baptism, or through legal change
H
Gender
N
1
Gender of the student
I
Dob
N
10
The year, month, and day on which a person was born
Y
7
Identifier assigned to the test name
Field Notes and Validations
Expected Values
. (Period)
‘ (Standard Apostrophe)
Embedded Spaces
A–Z
a–z
blank
M = Male
F = Female
N = Non-Binary
Blank
mm/dd/yyyy
Student Registration
J
Testcode
March Retests:
MATMR = March
Mathematics Retest
ELAMR = March ELA Retest
Spring 2017 Grade 10 ELA and
Math:
HSMAT = Grade 10 Math
HSELA = Grade 10 ELA
Science and
Technology/Engineering:
SPBIO = High School Biology
SPCHE = High School
Chemistry
SPPHY = High School
Introductory Physics
SPTEC = High School
Technology/Engineering
Guide to the SR/PNP Process: March–June 2017
9
Column Field Name
Letter
K
L
M
N
O
P
Q
R
Required Field
Field Definitions
Y/N Length
(Max)
Test Format
Y
1
Format of the test
Retest
Not applicable for high school testing
SessionName
Not applicable for high school testing
Blank Field
Not applicable for high school testing
Blank Field
Not applicable for high school testing
Blank Field
Not applicable for high school testing
Blank Field
Not applicable for high school testing
Measured
This field will not make any updates when imported into the
N
Progress
system, but will be populated with the Measured Progress
Organization ID
organization ID when exported.
Field Notes and Validations
Expected Values
P = Paper
Personal Needs Profile
S
T
U
Alternative
background
and font color
Answer
Masking
Large Print Test
Edition
N
Not applicable for high school testing
N
1
Not applicable for high school testing
N
1
A Large Print test booklet is provided with text size increased to
18-point font.
Available for:
March ELA and Mathematics Retests
Grade 10 ELA and Mathematics
High School Science and Technology/Engineering
Guide to the SR/PNP Process: March–June 2017
If expected value equals “Y”: Y = Yes
then the following criteria
blank
must be met or record will
cause an error:
 Braille Test Edition
must be left blank
 English / Spanish
Edition Test must be
left blank
 ASL DVD Edition must
be left blank
 Kurzweil 3000 CD
Edition must be left
blank
10
Column Field Name
Letter
Required Field
Field Definitions
Y/N Length
(Max)
Field Notes and Validations

Expected Values
Human Read-Aloud /
Human Signer must
be left blank
Covers accommodations code
11
V
Screen Reader
Edition
N
Not applicable for high school testing
W
Assistive
Technology
N
Not applicable for high school testing
X
Braille Test
Edition
N
1
Hard-copy Braille test (text and graphics) for student who is blind
Available for:
March ELA and Mathematics Retests
Grade 10 ELA and Mathematics
High School Science and Technology/Engineering
Guide to the SR/PNP Process: March–June 2017
If expected value equals “Y”: Y = Yes
then the following criteria
blank
must be met or record will
cause an error:
 Large Print Test
Edition must be left
blank
 English / Spanish
Edition Test must be
left blank
 ASL DVD Edition must
be left blank
 Kurzweil 3000 CD
Edition must be left
blank
 Human Read-Aloud /
Human Signer must
be left blank
Covers accommodations code
12
11
Column Field Name
Letter
Y
Human ReadAloud or
Human Signer
Required Field
Field Definitions
Y/N Length
(Max)
N
2
Test may be read aloud/signed by test administrator to a
student with a disability
Available for:
March ELA and Mathematics Retests
Grade 10 ELA and Mathematics
High School Science and Technology/Engineering
Field Notes and Validations
Expected Values
Covers accommodations codes 01 = Human Signer
16 (read-aloud);
02 = Human Read-Aloud
26 (nonstandard read-aloud); blank
17 (human signer); and
27 (nonstandard human
signer)
Human read-aloud/human
signer for ELA Reading
Comprehension are
nonstandard accommodations
(26 and 27) for students with
disabilities; review guidelines
on who may receive this
accommodation.
Students must be tested in
groups of no more than five
students.
If expected value equals “Y”:
then the following criteria
must be met or record will
cause an error:
 Large Print Test
Edition must be left
blank
 Braille Test Edition
must be left blank
 ASL DVD Edition must
be left blank
Guide to the SR/PNP Process: March–June 2017
12
Column Field Name
Letter
Required Field
Field Definitions
Y/N Length
(Max)
Field Notes and Validations

Z
Text-to-Speech
N
Expected Values
Kurzweil 3000 CD
Edition must be left
blank
Not applicable for high school testing
Guide to the SR/PNP Process: March–June 2017
13
Column Field Name
Letter
AA
Kurzweil 3000
Special Edition
Required Field
Field Definitions
Y/N
Length
(Max)
N
1
Kurzweil 3000 test is “read-only” using Kurzweil proprietary
software.
Field Notes and Validations
Expected Values
If expected value equals “Y”: Y = Yes
then the following criteria
blank
must be met or record will
cause an error:
Answers must be entered in the student’s answer booklet.
 Large Print Test
Edition must be left
If student uses headphones, student may be tested in typical-size
blank
group; if not using headphones, must take test in separate

Braille Test Edition
setting.
must be left blank
 English / Spanish
Available for:
Edition Test must be
March ELA and Mathematics Retests
left blank
Grade 10 ELA and Mathematics
 ASL DVD Edition must
High School Science and Technology/Engineering
be left blank
 Human Read-Aloud /
Human Signer must
be left blank
Covers accommodations codes
18 and 28
AB
ASL Video DVD
Edition
N
1
Video of human signer on a read-only DVD for student who is
Deaf or Hard of Hearing
DVD is “read-only.” Responses must be entered in student’s
answer booklet.
Available for:
Grade 10 Mathematics only
If expected value equals “Y”:
then the following criteria
must be met or record will
cause an error:
 Large Print Test
Edition must be left
blank
 Braille Test Edition
must be left blank
Y = Yes
Blank
Not available for:
March ELA and Mathematics Retests
Guide to the SR/PNP Process: March–June 2017
14
Column Field Name
Letter
Required Field
Field Definitions
Y/N
Length
(Max)
Grade 10 ELA
High School Science and Technology/Engineering
Field Notes and Validations



Expected Values
English / Spanish
Edition Test must be
left blank
Kurzweil 3000 CD
Edition must be left
blank
Human Read-Aloud /
Human Signer must
be left blank
For grade 10 Mathematics test
only
AC
Human Scribe or
Speech-to-Text
N
2
Covers accommodation code
17
Covers accommodation codes 01 = Speech-to-Text
19 and 29
02 = Human Scribe
Scribe must record student’s responses verbatim as dictated by
the student at the time of testing in the student’s answer
booklet; OR Test administrator may transcribe student responses
verbatim in the student’s answer booklet at any time prior to
Scribe for ELA Composition
end of the testing window.
is a nonstandard
accommodation (29) for
External speech-to-text device or software (other than a
students with disabilities;
smartphone) may be used by student to dictate responses; if so, review guidelines on who may
"Assistive Technology" must also be selected. Contact
receive this accommodation.
Department’s Student Assessment Office for approval.
Students with recent arm fractures or severe injuries may receive
a scribe, but this must be reflected in a 504 plan (or IEP, if
student already has one).
Student must be tested individually in a separate setting.
Guide to the SR/PNP Process: March–June 2017
15
Column Field Name
Letter
AD
Typed Response
Required Field
Field Definitions
Y/N
Length
(Max)
Available for:
March ELA and Mathematics Retests
Grade 10 ELA and Mathematics
High School Science and Technology/Engineering
N
1
Student responds to test questions using word processor or
similar device.
Responses must be printed out, one response per page, and
inserted in the student’s answer booklet with all required
information on each page (See the appendix in the appropriate
MCAS Test Administrator’s Manual). No transcription of
responses is necessary.
Field Notes and Validations
Expected Values
If expected value equals “Y”:
then the following criteria
must be met or record will
cause an error:
 Test format
populated with “P”
Y = Yes
blank
Covers accommodation code
23
After printing out, responses must be deleted from word
processor.
AE
AF
Calculation
Device on noncalculator
session of
Mathematics
test
Spell-Checker
N
1
Available for:
March ELA and Mathematics Retests
Grade 10 ELA and Mathematics
High School Science and Technology/Engineering
For non-calculator session, a calculator must be provided to
student by the school (any kind of calculator may be provided)
Available for:
March Mathematics Retest
Grade 10 Mathematics
High School Science and Technology/Engineering
N
1
Nonstandard accommodation Y = Yes
for students with disabilities; Blank
review guidelines on who may
receive this accommodation:
Covers accommodation code:
30
Not available for:
March ELA Retest
Grade 10 ELA
Not applicable for high school testing
Guide to the SR/PNP Process: March–June 2017
16
Column Field Name
Letter
AG
Required Field
Field Definitions
Field Notes and Validations
Expected Values
Y/N
Length
(Max)
Word Prediction
N
1
Word prediction or hand-held spell-checker for ELA test, using an Nonstandard accommodation Y = Yes
or Spell Checker
external device, application, or software.
for students with disabilities; Blank
review guidelines on who may
receive this accommodation
Test administrator may transcribe, or facilitate transfer of
information by student, from external device or application to
the answer booklet.
During testing, Internet access must be turned off/restricted; and Covers accommodation code:
the “predict-ahead” and “predict online” functions must be
31
turned off.
Available for:
March ELA Retest
Grade 10 ELA
AH
English/Spanish
Edition Test
N
1
Not available for:
March Mathematics Retest
Grade 10 Mathematics
High School Science and Technology/Engineering
English/Spanish edition of the MCAS grade 10 Mathematics test
or retest.
ELL accommodation for grade Y = Yes
10 Mathematics test or retest Blank
only.
Test administrator must be fluent in both English and Spanish.
Available for:
March Mathematics Retest
Grade 10 Mathematics
Not available for:
March ELA Retest
Grade 10 ELA
High School Science and Technology/Engineering
Guide to the SR/PNP Process: March–June 2017
If expected value equals “Y”:
then the following criteria
must be met or record will
cause an error:
 Large Print Test
Edition must be left
blank
 Braille Test Edition
must be left blank
17
Column Field Name
Letter
Required Field
Field Definitions
Y/N
Length
(Max)
Field Notes and Validations

AI
Any Other
Accommodation
N
1
Available for:
March ELA and Mathematics Retests
Grade 10 ELA and Mathematics
High School Science and Technology/Engineering
Expected Values
Kurzweil 3000 CD
Edition must be left
blank
Available only for Spanishspeaking ELL students who
have been enrolled in U.S.
schools for fewer than three
years.
If “Yes,” then tested grade
must be 10, 11, or 12
Select this field if student with Y = Yes
a disability will be given any
blank
additional accommodation(s)
not included elsewhere in this
PNP. Students are entitled to
receive accommodations listed
in their IEP or 504 plan,
provided the accommodation
does not alter what the test is
designed to measure.
Rationale: State is required to
report results for students
who took the test(s) with
accommodations.
AJ
AK
AL
AM
AN
Blank Field
Blank Field
Blank Field
Blank Field
Blank Field
Not applicable for high school testing
Not applicable for high school testing
Not applicable for high school testing
Not applicable for high school testing
Not applicable for high school testing
Guide to the SR/PNP Process: March–June 2017
18
Column Field Name
Letter
AO
AP
AQ
AR
AS
Blank Field
Blank Field
Blank Field
Blank Field
Blank Field
Required Field
Field Definitions
Y/N
Length
(Max)
Not applicable for high school testing
Not applicable for high school testing
Not applicable for high school testing
Not applicable for high school testing
Not applicable for high school testing
Guide to the SR/PNP Process: March–June 2017
Field Notes and Validations
Expected Values
19